Transcript May 2015 electronic Research Administration (eRA) OER, OD, National Institutes of Health.

May 2015
electronic Research Administration (eRA)
OER, OD, National Institutes of Health
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 Scarlett Gibb

eRA Customer Relationship Manager, eRA Commons, xTrain, iEdison
 Joe Schumaker

eRA Communications and Outreach
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WHAT IS ERA COMMONS?
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The eRA Commons is an online interface where grant
applicants, grantees and federal staff can access and
share administrative information related to grant
applications and awarded research grants.
Applications
Assurances
Certifications
Profile Data
Progress Reports
Financial Reports
Invention Reports
Training Appointment Actions
eSubmission Errors/Warnings
Assembled Application Image
Review Assignment
Priority Score
Summary Statement
Notice of Award
Post-award Correspondence
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SUBMITTING JUST-IN-TIME (JIT)
INFORMATION UPON NIH REQUEST
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Allows an
applicant
organization to
submit additional
grant application
information after
the completion of
the peer review,
and prior to
funding.
Applicants should never submit JIT
info until specifically requested to
do so by NIH. A JIT link or request
from NIH are not indications that a
grant award will be made.

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
Other Support File, Budget Upload,
Other Upload, Institutional Review
Board (IRB) Date, Human Subject
Education
PD/PI can save info in Commons, but
only SO can submit JIT info to NIH
Must be PDF format
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Select JIT link
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SUBMITTING
A NO COST EXTENSION (NCE)
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 Only SOs can submit the NCE
Electronically
submit a
notification to
exercise one-time
authority to extend
without funds the
final budget period
of a project period
of a grant.
notification
 May be submitted no earlier than
90 days before end of project and
no later than project end date
 Can request extension of 1-12
months, in one-month
increments
 E-mail notification sent to NIH
Grants Management staff when
SO processes the extension
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 NEW!
 Justification for Not Cost Extension
 Part of Uniform Guidance Requirements
 Text box
supports
2000 characters
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Choose an extension of 1 to
12 months.
Add justification to NCE
New calculated
project end date
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RESEARCH PERFORMANCE
PROGRESS REPORT (RPPR)
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 Describes scientific progress, identify
significant changes, report on
personnel, and describe plans for the
subsequent budget period or year.
Annual progress
report to document
grantee
accomplishments
and compliance
with terms of
award.
Hello, RPPR!

http://grants.nih.gov/grants/rppr/
 Now available for all SNAP and non-
SNAP progress reports.
 Progress Report Additional Material
(PRAM) functionality available for
publication compliancy explanations
and additional information requested
by grants management staff.
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 Required for SNAP and Fellowship Awards with
budget start dates on or after July 1, 2013.
 Required for type 5 non-SNAP progress reports
as of April 24, 2014.

Reminder: NIH Requires the Research Performance
Progress Report (RPPR) for All Type 5 Progress Reports
NOT-OD-15-014
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 RPPR sections
1.
Cover Page
2.
Accomplishments
3.
Products
4.
Participants
5.
Impact
6.
Changes
7.
Special Reporting
8.
Budget (non-SNAP)
 Watch for character limits in data entry fields
 Ensure uploads are in PDF format
 When completing data tables remember to click ‘Add/New’
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 The PRAM feature provides a means for the grantee
to enter, review, route, and submit information to
agency following the submission of an RPPR.


Public Access (PA) PRAM - Generated automatically after an
RPPR is submitted with publications that are not compliant
with Public Access Policy
IC (Agency) Requested PRAM – Only available if requested by
the Grants Management Specialist (GMS)
 PD/PI can enter the PRAM, but can only submit it if they are delegated
with Submit Progress Report authority. Otherwise, only the SO can
submit the PRAM to Agency.
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MYRPPR
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Multi Year Progress Reports now use RPPR format
Link available under the Action Column in Status
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Submitting progress reports with budgets


R&R budget and PHS 398 budgets are now available for
Non-SNAP RPPR.
If presented with an option of budget forms, the type that
was submitted with the application should be used.
 PHS

398 Budget is available only on training grants.
Help for R&R Budget and PHS 398 Budget forms can be
found in the SF424 R&R User Guides.
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Submitting progress reports for complex, multi-project
grants
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
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After RPPR is initiated, PI will need to identify if RPPR
should contain components.
RPPR should have the same structure as the originally
submitted application.
Some sections are not available on Overall component (i.e.
Budget)
Some sections are not available on component level (i.e.
Participants and Publications are reported on Overall)
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Public Access (PA) PRAM will require an attachment.
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The PA PRAM will no longer contain a free form text box.
Using My NCBI the institution will need to generate a PDF
of their reported publications showing their compliance.
For instructions on generating the report please see:
http://www.nlm.nih.gov/pubs/techbull/nd12/nd12_myncbi_
pdf.html
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 Use of Updated Inclusion Enrollment Format Now
Required for Successful Submission of RPPR. Old
formatted inclusion data results in an error.

NOT-OD-15-078
 Use of New Inclusion Management System Required
as of October 17, 2014

NOT-OD-15-005
New! IMS for Principal Investigators
video available at:
http://era.nih.gov/era_training/era_videos.cfm#ims
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SUBMITTING AN ADMINISTRATIVE SUPPLEMENT
(TYPE 3S)
USING ERA COMMONS
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 Requested additional costs must
A request for
additional funds
during a current
project period to
provide for an
increase in costs
due to unforeseen
circumstances.
be within the scope of the peer
reviewed and approved project
 Multiple submission methods
available:

SF424 (R&R) application forms &
standard Grants.gov submission
process1


Streamlined eRA Commons process1


1Available
Great for system-to-system users
Commons pre-populates much of the
data needed for request from awarded
grant
Paper process
for single-project activity codes for which competing applications are submitted through Grants.gov.
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Starting an Administrative Supplement request in
Commons you must find eligible grant and Initiate
Request
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Complete Form – Required Fields are indicated with
red asterisk
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 For each Budget Period enter appropriate sections:
 Personnel, Equipment, Travel, Participant/Trainee, Other Direct,
Total F&A (Indirect) Costs
 Total Requested will be calculated automatically
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Resources:

eRA Commons Administrative Supplement Module User
Guide


http://era.nih.gov/files/eRA_Commons_Admin-Supp_UG.pdf
Administrative Supplements (Type 3s) Frequently Asked
Questions

http://era.nih.gov/commons/faq_commons.cfm#XVIII
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SUBMITTING A RELINQUISHING STATEMENT
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 Processed in eRA Commons
 To relinquish any awarded grant
PHS 3734 form
 Original institution
 Submits relinquishing statement
 Can select new grantee organization or
enter contact information if organization is
not Commons Registered
 New institution
 Receives eNotification from eRA Commons
 Can view in eRA Commons
 NIH Awarding Institute
 Reviews and accepts or returns for
correction
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Use Change of Institution Search

Must provide at least the Institute Code and Serial Number as
search parameters
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Change of Institution User Guide:
http://era.nih.gov/files/ccoi_userguide.pdf
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CHANGE OF INSTITUTION (TYPE 7)
CHANGE OF ORGANIZATION STATUS (TYPE6)
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Request for support of a funded
project that has been transferred
from one grantee or training
institution to another.
Also known as
Change of
Institution or
transfer.
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Request for support of a funded
project at an institution where the
legal status has been changed.
Formerly known as
Successor-InInterest.
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 Available for post-award requests for single-project
activity codes for which competing applications are
submitted through Grants.gov
 Though not yet required, applicants are encouraged
to use and become familiar with the electronic option
 Talk to your awarding Institute prior to submission
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 Parent Announcement page has general use FOAs
 http://grants.nih.gov/grants/guide/parent_announcements.h
tm#post
 When completing package…
 Follow all FOA-specific instructions
 Carefully choose appropriate application package
 Use Revision as the Application Type (SF424 RR, item #8)
 Include IC and Serial number of awarded grant as the Federal
Identifier (SF424 RR, item #4a)
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Similar to competing application process, except:
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Many of the NIH business rule validations for competing
applications are not enforced
Required forms may vary from competing applications for the
same activity code
Modular budget forms not an option; must use R&R Budget forms
 Type 6
 Only a few required forms

• SF424 (R&R) cover, Other Project Information, SR/Key Information
Optional forms vary by program
 Type 7
 Budget forms added to some Type 7 form packages (e.g., DP1,
DP2, DP3)

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
After the two-day viewing window the request bypasses Receipt
& Referral and goes directly to Grants Management staff for
consideration

Requests move to List of Applications for PIs and General Search
(for SOs) like competing applications
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REPORTING
FEDERAL FINANCIAL REPORTING
(FFR)
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 FFRs must be submitted in eRA
Commons via the FFR/FSR
module
Allows grantees to
electronically
submit a statement
of expenditures
associated with
their grant to NIH
via eRA Commons.

Cash transaction data still submitted
via Payment Management System
 FSR role for users who have the
authority to view, enter, and
submit an FFR on behalf of
institution
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 Annual FFR due date: For non-SNAPs, FFR must be
submitted within 90 days of the calendar quarter in
which the budget period ends
 Final FFR due date: based on the Project Period End
Date (PPED):
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Pending Status: If the FFR is not submitted and it is within 90
days of the PPED
Due Status: If the FFR is not submitted and it is between the
PPED and 90 days past the PPED
Late: If the FFR is not submitted and it is more than 90 days
past the PPED
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The Grant Number is a hyperlink that will take you
to the FFR/FSR form.
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Clicking the hyperlinked grant number opens the FFR
Details screen, which displays:

FFR Status:


Received, Accepted, Rejected, In Review, or Revision Pending
Available Actions:
Accepted status: View or Create New
 Rejected status: View or Create New
 Received status: View or Correct
 Revision Pending status: View or Edit
 In Review status: View

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As current year
entries are
completed,
calculations are
done automatically.
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Once FFR/FSR is Submitted, Latest
FSR status changes to Received
If a mistake is made on the FFR and the status
has changed to In Review, the institution should
contact the NIH OFM staff and have them reject
the FFR/FSR so that revisions can be made.
OFM staff are assigned by NIH Institute/Center.
Identify the correct OFM staff member to speak
to by using this link http://ofm.od.nih.gov/fsr.asp
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WRAPPING UP THE ‘PAPERWORK’ WITH CLOSEOUT
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Electronically
submit required
Closeout
documents for
grants in Closeout
status
 Closeout items include:
 Federal Financial Report (FFR)
 Final Progress Report
 Final Invention Statement
 NIH must mark the grant “ready
for close out” for link to appear
in Commons

Contact the Division of Central
Grants Processing (DCGP) or
assigned Grants Management
Specialist (GMS) if link is not
appearing
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 Identify expiring and terminating grants
 Request and track required closeout documents
 Track submission of boxed archived paper grant
records at the Federal Record Center (FRC)
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You must have an account with the FSR role to create/submit
the FFR/FSR.
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Either the PI or
the SO can
create/upload the
Final Progress
Report.
Browse to select
file for upload.
Select Submit.
Read certification
information and select OK.
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FRAM works in same manner as PRAM in RPPR
• Awarding IC sets status to FRAM Requested
• Awarding IC triggers email for requested information to the SO & PI
• The FRAM Update link appears in Action column
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Specifics about the FRAM request can also be found in Revalent
Documents on the Status Information screen.
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 If inventions are to be reported, the specific inventions must be listed.
 Either the PI or the SO can start the process, but the SO must verify the
report before submitting it to the agency.
If Yes is selected,
Add Invention screen
appears.
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•Verify saved
inventions.
•Remove
any that do
not apply.
•Add any
that are
missing.
Select Verify.
Select OK.
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Status of Final Invention
Statement is changed to
Awaiting SO Verification. SO
can now verify and submit.
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 To follow HHS Uniform Guidance, NIH will implement
Unilateral Closeout on awards that do not complete
Closeout reports in a timely manner
 New notifications and statuses will alert grantees of
impending Unilateral Closeout and what actions need
to be taken or who to contact
 See Guide Notice NOT-OD-14-084
http://grants.nih.gov/grants/guide/notice-files/NOT-OD-14-084.html
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HELP DESKS
ON-LINE RESOURCES &WEB SITES
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eRA Commons Help
Desk
Grants.gov Contact
Center
 Web:
 Toll-free: 1-800-518-4726
http://grants.nih.gov/su
pport/index.html
 Phone: 1-866-504-9552
 Hours : Mon-Fri, 7a.m.
to 8 p.m. ET
 Hours : 24x7 (Except
Federal Holidays)
 Email :
[email protected]
 Help Resources:
http://www.grants.gov/w
eb/grants/support.html
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 eRA Commons:
https://commons.era.nih.gov/commons/
 Electronic Research Administration:
http://era.nih.gov/
 Applying Electronically:
http://grants.nih.gov/grants/ElectronicReceipt/
 NIH About Grants:
http://grants.nih.gov/grants/oer.htm
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